Administrative Manager.

REPORTS TO: CEO
FLSA STATUS: Exempt
SENIORITY LEVEL: Entry – Mid-level
EMPLOYMENT TYPE: Remote
PAY RANGE: $45,000 – $55,000/yr

JOB SUMMARY.

GTMA is a unique storytelling ad agency focused on breathing life into its team and into the local community. This unique position of Administrative Manager plays a central role in helping the company achieve its mission. The right candidate will be tasked with recruiting, supporting and developing talent. Additionally, they will be tasked with very light office management duties (we are now fully remote, so these duties will be very light) and some administrative duties in support of the CEO. Lastly, the Administrative Manager will act as bookkeeping support for the Senior Accounting Specialist. This individual must provide outstanding customer service and support to team members and be an administrative generalist willing to dive in wherever there is need. Get ready to be at the center of GTMA company culture, business operations, and finance!

 

ABOUT US.

GTMA is a two-time Inc. 5000 company, a full-service digital agency serving more than 300 clients in over 250 markets, and a creative community focused on culture building and giving back. Founded by two creative entrepreneurs in Hollywood, GTMA has produced award-winning visual content and told captivating stories to engaged audiences for over a decade. Dedicated to researching and implementing new technologies, storytelling techniques, and marketing tactics, GTMA is a future-focused marketing team offering clients a cohesive agency experience.

Duties and Responsibilities.

Include the following. Other duties may be assigned.

HR Administration.

  • Uphold the company’s core values and be an example of GTMA Culture.
  • Attract and hire new talent and perform background checks and reference checks.
  • Ensure compliance with all Washington and Oregon state laws and federal laws and update policies as needed, including an annual review of all hiring documents, handbooks, etc. to ensure compliance – we have an outside consultant that helps with this task.
  • Monitor all payroll communications with the accountant.
  • Maintain employee documentation.
  • Track and verify all employee leaves from work.
  • Update payroll with new employees, pay, and personal information.
  • Help maintain HR Standard Operating Procedures (SOP) documents.

People Champion.

  • Onboard new hires and introduce them to GTMA culture.
  • Conduct various training as needed.
  • Facilitate and track professional development with managers and directors.
  • Schedule, record, and manage annual performance reviews.
  • Resolve conflicts and conduct performance improvement meetings.
  • Refer team members to resources, including EAP, benefits, community resources, medical leaves and more, as needed.
  • Send out birthday and anniversary cards monthly; send flowers/care packages as requested.

Finance Related Duties.

  • Respond to internal and external requests for documents and information.
  • Process budget changes and provide customers with payment options.
  • Work with the Partnerships Department to create invoices.
  • Help maintain Accounting Standard Operating Procedures (SOP) documents.
  • Post payments and deposit checks.
  • Communicate with internal marketing teams about client payment status.
  • Manage and support the Senior Accounting Specialist in the month-end accounts receivable process.

Administrative Duties.

  • Manage a complex and dynamic calendar, scheduling all internal and external meetings, travel arrangements, conference calls and day-to-day activities for the CEO.
  • Supervise the response to requests for the CEO’s time, which can be complicated, time-sensitive, highly confidential, and can necessitate an appropriate setting of expectations.
  • Identify, prepare, and compile necessary materials to ensure that the CEO has appropriate information for meetings, reports, presentations, events, and special projects.
  • Ensure all “next steps” and “action items” decided upon in meetings are addressed, and alert the CEO to status updates as necessary.
  • Organize, manage and provide administrative support for special projects and company events.
  • Purchase annual gifts for outside vendors who help GTMA run efficiently. 
  • Arrange catering for visiting clients.

General Qualifications.

  • 5+ years of professional experience as either an office manager, bookkeeper, executive administrator, sales, project coordinator, or project manager.
  • A college degree in business administration, human resources, marketing, or communications.
  • Basic understanding of Google Apps for Business.
  • Intermediate to advanced understanding of Paychex.

Required Skills.

  • Energetic and positive attitude.
  • Excellent analytical, organizational, project management and time management skills.
  • Attention to detail & problem-solving skills.
  • Leadership experience is a must.
  • Above-average communication skills (written and verbal).
  • Fluent in English.
  • Valid US driver’s license.
  • Proficient with MAC computers.
  • Qualified applicants must pass a background check.

VISION REQUIREMENTS.

Constant need (66% to 100% of the time) to complete forms; read and review reports, correspondence, and other documents; view computer screen; and frequent need to see small detail for purposes of assisting with the day to day functions of supporting the administrative needs of the company.

SPEAKING REQUIREMENTS.

Constant need (66% to 100% of the time) to communicate via telephone and in-person with vendors, associates, customers, clients, service personnel, and others for the purposes of providing information, direction, or response.

HEARING REQUIREMENTS.

Constant need (66% to 100% of the time) to communicate via telephone and in-person with vendors, associates, customers, clients, service personnel, and others for the purposes of receiving information or direction.

REASONING DEVELOPMENT.

Must be able to apply principles of logical thinking to define problems, collect and disseminate pertinent data/documents, establish facts, draw valid conclusions, and initiate an appropriate course of action.  Must effectively convey ideas, images, and goals to a diverse group of personalities.

WORKING ENVIRONMENT.

This position is fully remote. You will have to agree to and adhere to the company’s remote work policy including safety standards.

GTMA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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Meet us.

GTMA is a two-time Inc. 5000 company, a full-stack digital agency, and a creative community focused on culture building and giving back. GTMA started in real estate marketing and the team currently supports a portfolio of hundreds of multi-family, student housing, senior housing, and residential real estate clients across the United States. The agency is also focused on other verticals with a growing portfolio of clients in spirits, wine, and restaurants. The goal of the agency is to continue to hone our superior content creation skills and use those capabilities to tell stories for clients that we believe in.

Meet us.